Accounts and Administration Assistant

Overall Job Purpose

Perform routine accounting and administrative tasks, monitor the flow of all transactions in support of procurement, monitor grants compliance by verifying the accuracy of financial records, prepare monthly payroll and statutory returns in compliance with financial policies and procedures.

 

Reporting to the Programme Director

 

Essential Duties & Responsibilities

Financial Accounting in support of Global Financial Services

·   Examine payment requests and ensure complete documentation to support payments where delegated.

·   Receive and process all expenses, claim forms and requests for payments that are not uploaded directly to Global Financial Services.

·   Monitor and review outstanding invoices with prompt resolution of queries.

·   Prepare and maintain the payroll, effect voluntary deductions and statutory tax returns.

·   Prepare monthly payroll reports in consultation with the Global Financial Services team.

·   Submit tax and statutory returns in accordance with the local legislation.

·   Prepare all necessary information in relation to accounting of staff advance.

·   Maintain accurate records for the purpose of auditing, and finance reports.

·   Maintain safe custody of accounting and physical vouchers that relate to Diakonia.

·   Prepare receipts and vouchers to be entered correctly into the accounting system.

·   Management of cash receipts and petty cash.

·   Assist in preparing for external audits and reviewing various accounts balances.

 

Administration, HR and Logistics  

·   Maintain proper filing system for Human Resources, financial records and all documents as required by local legislation and in accordance with Global Financial Services’ guidance and labour law.

·   Prepare procurement requests and processes.

·   Manage conferences and meetings through selection of venues, preparing conference materials, keeping participants lists, and ensuring minutes and reports are of high quality.

·   Coordinate all logistics for participants of conference and meetings, including travel and accommodation support, health and safety support and ensuring translation services.

·   Maintain accurate records for the purpose of auditing and financial reporting.

 

Grants Compliance Support

·       Provide Grants Compliance support by being first check of legitimacy and accuracy of partner financial reporting.

·       Participate in partner visits as required.

·       Support in updating partner information on FixIt.

 

Education, Training & Professional Qualifications

Education	Bachelor’s degree in finance, Business Administration or equivalent qualification
Professional Training	Computer training in accounting software and MS Word, Excel, etc.
Certification/Licensing	Certified accountant from a recognized accountancy body

 

Job Competencies & Experience

Competencies	·  High level of attention to detail and accuracy. ·  Demonstrates consistency in upholding integrity and ethics. ·  Acting as a team player and facilitating teamwork. ·  Proficiency in Microsoft Word, Excel and accounting software. ·  Effective communications and interpersonal skills. ·  Consistently approaches work with energy and a positive, constructive attitude. ·  Remain calm, in control and good humored even under pressure. ·  Respond positively to critical feedback and differing points of views.
Language Requirement	·    Full written and oral proficiency in English ·    Ability to understand and speak Kiswahili and French would be an added advantage.
Relevant Experience	·    At least 3 years of finance and accounting experience from a non-profit organization, preferably in a regional office/programme environment.